Cubism Law is a data controller and we guarantee our commitment to respecting and protecting your online privacy. This includes your need and your right to know what we do with the personal information you share with us. It also guides our company’s policies regarding the management of this data, including how the information is collected, processed, and for what purposes.
Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union, and the United Kingdom Data Protection Act 2018. We are responsible as ‘controller’ of that data for the purposes of Data Protection laws.
Our use of your personal data is subject to your instructions, data protection law, other relevant UK and EU legislation and our professional duty of confidentiality.
How your personal data is collected
We collect most of this information from you directly. However, we may also collect information via:
- publicly accessible sources e.g. Companies House or HM Land Registry;
- a third party e.g. sanctions screening providers and client due diligence providers;
- a third party (with your consent) e.g. your bank or building society, another financial institution or advisor; consultants and other professionals we may engage in relation to your matter; your employer and/or trade union, professional body or pension administrators, your doctors, medical and occupational health professionals;
- our information technology (IT) systems, e.g. case management, document management and time recording systems; door entry systems and reception logs; automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems;
Every time you log on to our website your IP (Internet Protocol) address registers on our servers. Your IP address reveals no information other than the number assigned to you. We do not use this technology to get any personal data against your knowledge or free will (i.e., automatically recording e-mail addresses of visitors). Nor do we use it for any purpose other than to help us monitor traffic on our website, or (in case of criminal activity or misuse of our information) to cooperate with law enforcement.
The cookie settings on this website are set to ‘allow all cookies’ to give you the very best experience. If you continue without changing these settings, you consent to this – but if you want, you can change your settings at any time within your browser.
We use a number of different cookies on our site. If you do not know what cookies are, or how to control or delete them, then we recommend you visit:
http://www.aboutcookies.org for detailed guidance.
The list below describe the cookies we use on this site and what we use them for. Currently we operate an ‘implied consent’ policy which means that we assume you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.)
First Party Cookies
These are cookies that are set by this website directly.
You can find out more about Google’s position on privacy as regards its analytics service at:
More information on session cookies and what they are used for at:
Third Party Cookies
These are cookies set on your machine by external websites whose services are used on this site. Cookies of this type are the sharing buttons across the site allow visitors to share content onto social networks. Some of our pages feature Cookies set by LinkedIn, Facebook, Google+ and Twitter. In order to implement these buttons, and connect them to the relevant social networks and external sites, there are scripts from domains outside of our website. You should be aware that these sites are likely to be collecting information about what you are doing all around the internet, including on this website.
You should check the respective policies of each of these sites to see how exactly they use your information and to find out how to opt out, or delete, such information.
How and why we use your personal data
Under Data Protection Law, we can only use your personal data if we have a proper and lawful reason for doing so. Most commonly this will be to comply with our legal and regulatory obligations or for the performance of our contract with you or to take steps at your request before entering into a contract. It may also be necessary where we have a legitimate interest (or those of a third party) and your interests and fundamental rights do not override those interests.
Generally we do not rely on consent as a legal basis for processing your personal data but where you provide us with special personal data such as religious beliefs or political opinions, this will not be processed without your explicit consent. An example of how we use personal data is conducting checks to identify our clients and verify their identity to comply with our legal and regulatory obligations.
We may use your personal data to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services or products. We have a legitimate interest in processing your personal data for promotional purposes. This means we do not usually need your consent to send you our promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
Please be assured that we will always treat your personal data with the utmost respect and never sell it to other organisations outside the Cubism Group for marketing purposes. You have the right to opt out of receiving promotional communications at any time by:
- by emailing firstname.lastname@example.org
- using the ‘unsubscribe’ link in emails
We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
Who we share your personal data with
We routinely share personal data with:
- professional advisers who we instruct on your behalf or refer you to, e.g. barristers, medical professionals, accountants, tax advisors or other experts and consultants;
- other third parties where necessary to carry out your instructions, e.g. your mortgage provider or HM Land Registry in the case of a property transaction or Companies House;
- our group companies;
- credit reference agencies;
- our insurers and brokers; external auditors, e.g. in relation to the Conveyancing Quality Scheme accreditation and the audit of our accounts;
- our banks and external service suppliers, representatives and agents that we use to make our business more efficient, e.g. typing services, marketing agencies, document collation or analysis suppliers
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.
We may need to disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring. The recipient of the information will be bound by confidentiality obligations.
Where your personal data is held
Information may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above.
Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal data when this occurs, see ‘Transferring your personal data out of the EEA’.
How long your personal data will be kept
We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show that we treated you fairly;
- to keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data but in any case your personal data will be secured and archived after we have finished working with you. if you wish to see our data retention policy, please contact the Compliance Department.
When it is no longer necessary to retain your personal data, we will delete or anonymise it.
Transferring your personal data out of the EEA
To deliver services to you, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), e.g. with our agents who may have offices outside the EEA, with our service providers located outside the EEA, if you are based outside the EEA, where there is an international dimension to the matter in which we are advising you. These transfers are subject to special rules under European and UK data protection law. We will ensure the transfer complies with data protection law and all personal data will be secure.
You have the following rights, which you can exercise free of charge:
- The right to be provided with a copy of your personal data
- The right to require us to correct any mistakes in your personal data
- The right to require us to delete your personal data in certain situations
- The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
- The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations
- The right to object at any time to your personal data being processed for direct marketing (including profiling) and in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.
- The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
If you would like to exercise any of those rights, please complete a data subject request form, available from our Compliance Department or you can email, call or write to us.
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your information.
You have the right to lodge a complaint with the supervisory authority. In the UK this authority is the Information Commissioner Office (https://ico.org.uk/concerns). Their telephone number is 0303 123 1113.
How to contact us
Please contact us and by post, email or telephone if you have any questions about this privacy notice or the information we hold about you.
Data Protection Executive
1 Plough Place, London, EC4A 1DE
Tel: 020 7831 0101
Mr David Sedgwick